Reference no: EM132859955

Create and manage databases.

Demonstrate how databases can be employed to communicate with clients.

Assignment

Instructions

Part 1: Creating the Main Document in Word

The mail merge process begins with setting up the main document.
1. Open Microsoft Word
2. Click the File tab.
3. Click New.
4. Double-click Sample Templates.
5. Choose an appropriate business letter template.
6. Change the font to George, size 11.
7. Copy and paste the following text in the body of your letter. You will replace the information in red with either merged information or specific information as directed.

BenU Bakery
123 Starter Street
Lisle, IL 60532

Date
NOTE: Do not choose the auto date that appears as you type. Hand type the entire date, since the date will change daily if you choose the auto date. Because of this, you would not have printed proof of a date sent in your files.

Merged fields for address will go here. Directions for this are included in Part 3 below.

Dear (leave name blank for merge settings):

We are pleased to announce that BenU Bakery is offering franchise opportunities. Since you have expressed an interest in the past, we would like to invite you to our next board meeting presentation.

If you are interested in this opportunity, please call my secretary at 555-555-5555 to make your reservations.

8. Feel free to add spacing to balance the letter on the page.
9. To save, click File - Save As "Main Document - your name".

Part 2: Creating the Database in Excel

To merge information into your main document, you must connect the document to a data source, or a data file. We will create a small database in Excel. Columns in a data file represent categories of information. Fields that you add to the main document are placeholders for these categories. Rows in a data file represent records of information. Word generates a copy of the main document for each record when you perform a mail merge.

1. Open Excel
2. Type Field Names in Row 1 in all capital letters.Records are entered below the heading (See screenshot).
• TITLE
• FN
• LN
• ADDRESS
• CITY
• STATE
• ZIP

3. Enter five names and addresses of your choice. These can be fictitious.
4. To save, click File - Save As "Merge Database - your name".

Part 3: Merging
Return to the "Main Document - your initials" letter created in Microsoft Word.
• Click on the Mailings tab.
• Look for the Start Mail Merge and click on the dropdown arrow on the bottom right.
• Choose Step-by-Step Mail Merge Wizard.

• Step 1 - Select document type. Choose Letters and click "Next: Starting Document".
• Step 2 - Select starting document - Use the current document and click "Next: Select Recipients".
• Step 3 - Use an existing list - Click Browse and locate the "Merge Database - your initials" Excel file you created.
o If you did not want to include all spreadsheet database records, you could narrow the list by clicking Edit Recipient List. Click OK for this assignment.
o You would then use the checkboxes to include or exclude records. Click OK for this assignment.
o Click "Next: Write your letter".
• Step 4 - Insert Merge Fields - You are ready to add placeholders (mail merge fields) that indicate where the unique information will appear in each copy of the document.
o Click "Insert Merge Field" on the Mailings tab and choose the Title field - Click Insert.
o Click Close. Then choose FN and repeat these steps until you have an inside address and salutation that looks like the sample below:

o NOTE: When you insert a mail merge field into the main document, the field name is always surrounded by chevrons (« »). These chevrons do not show up in the merged documents. They just help you distinguish the fields in the main document from the regular text.
o You cannot type merge field characters («« »») manually or use the Symbol command on the Insert menu. You must use mail merge.
o Click "Next: Preview your letters".
• Step 5 - Click Preview Results on the Mailings tab.View your results and advance through the document using the Next Record and Previous Record buttons. Click "Next: Complete the Merge".
• Step 6 - Click "Edit individual letters".
o View your merged document and save it as "Merged Document your initials".
• Save the main document.Once saved, your original main document is connected to the Excel spreadsheet data file.
• Submit your spreadsheet, main document, and merged document.

Attachment:- Individual Assignment.rar